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OCAP Online
Orthopaedic Curriculum & Assessment Project
David Pitts Mike Reed
Raj Bhattacharya Andrew Lamb
2. Step by step in detail ©BOA 20 08 10
This presentation (and the other guides) are awaiting the completion of OCAP Online when they will be thoroughly updated. Although all
principles are applicable, some details may have changed and some new features added to OCAP Online.
D Pitts, August 2010
2. Step by step in detail
Where this presentation fits in
• Induction Presentations
1. Introduction to the T&O curriculum
2. Basics
3. Using the e-logbook
4. Using PBA’s
• Already available at www.ocap.org.uk in “induction presentations”
• “OCAP Online” Presentations
1. Introduction (overview)– Brief review of all elements of online
curriculum tools
2. Step-by-step introduction
3. Online PBA
4. Using other assessments online
5. Producing Trainer profiles online– How to build a profile from trainee
data or from scratch and share that profile with others
“OCAP Online presentations will be available as features are launched”
In this presentation
• How to create/set up:– A placement/attachment– A trainer’s account– A trainer’s profile– A learning agreement– Your own (trainee) profile
• How to use– PBA’S– Other assessment tools
• This PowerPoint show introduces OCAP Online's basic procedures and functions in detail.
• Detailed information on generating reports will be available when that module is finished
Health warning!!!
These notes assume that you are already familiar with the T&O Curriculum (ie you know what learning agreement, trainer profiles, PBAs etc are) If not then you need to read the curriculum and/or review the slide shows at www.ocap.org.uk, “induction presentations”.
We cannot be held responsible for frustration, high blood pressure and damage to adjacent objects otherwise.
Sign in to the elogbook using usual user name and password
2. Step by step in detail
Click on “Training” link
2. Step by step in detail
3 “Guides” to get you started
Setting up a hospital placement / attachment
Click on the link “Set up a Hospital Attachment” to start the set up for your current post.
1. Name your placement(use a name that will allow you to identify the placement easily)
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2. Choose your specialty from the drop down menu.
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3. Select hospital: (Start typing the name of the hospital in the box and it should appear)
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4-5-6
4.Select start date of placement5.Select end date of placement6.Select year of training
7. Identify your trainer.
• Trainer may already be on database.
• If not then create trainer’s account (see later)
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8. When Trainer account has been created, you may add this as your current attachment
Creating a Trainer’s Account (should not be necessary but just in
case)
1. create your trainer’s account by clicking on the link
You should then see this screen
2. Select Trainer’s specialty from drop down menu.
3. Fill up the remaining boxes
4. click on Create Account
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3
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5. When Trainer account is created, you may add this as your current attachment
It should eventually look like this when you access it again
Using other OCAP online functions
• Create a learning agreement
• Create trainer’s profile
• Create your own (trainee) profile
Most actions in OCAP online can be accessed from the “current attachment” menu
The checklists help you to use the various elements of the online curriculum as you proceed through your
placement
Creating an initial Learning Agreement
1. Click on the first box “Review the checklist” to proceed to the placement documentation
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2.Use the link to go to the Learning Agreement Form
You can also print out the paper version of this form using the link at the bottom of the page, fill it with your Trainer and subsequently enter the data on to the
online version.
3. Open the appropriate learning agreement document by clicking on the relevant meeting icon
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4. Edit the meeting information as required
• With trainer present, or
• On paper and transfer it later if required
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5.Send the form to the trainer if they are not present
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6. Once the trainer “validates” the form it locks and cannot be changed
The completed form can be viewed online
Overspill text can be
viewed by hovering the cursor over the relevant
box
Creating the Trainer’s profile
Note: Most Trainers already have profiles, this section applies only if they do not, you don’t have to create a new trainer
profile for every trainer
The trainer’s profile has two elements
• A mini CV
• A Procedures (applied clinical skills) profile– Created from the curriculum template, or– Created from trainee logbook data
Creating a trainer mini CV based on the Curriculum
template
Log in as usual
Go to Training Area and select “add a mini CV”
Or choose from the list
Your blank mini CV template will open, click here to edit
Cut and paste from your existing (MSWord)CV or type in the details
Upload your photo by
clicking here
Click the icons to edit each heading
Close to finish
You can publish it straightaway by clicking here
Or make further changes by clicking “view/edit” and then hitting the publish
button
Your mini CV may now be viewed by your trainees
2. Step by step in detail
You may add several CVs but only one at a time may be published and therefore viewed by your
trainees
2. Step by step in detail
Creating a trainer skills profile from the curriculum template
( for the first time trainer who has no trainee logbook data to build on)
Choose the link below
2. Step by step in detail
Click on “add profile”
Type in a name to identify the profile (no restrictions)
Then click “add”
Click on headings (+) to reach the level you want
Clicking “add” will add that procedure (or
group of procedures) to your profile
They appear at the bottom of the screen
You can click “remove” to get rid of those you
don’t want
“Update” adds the finished product to your list of profiles
“Publish” lets your trainees see it
“True” shows that this is your published profile (you may eventually have more than one)
Creating a trainer skills profile based on trainees’ logbook data
Choose the link below
Or select from the list
There are 2 ways to select your skills data:
1.By adding all the elements and removing those you don’t want from the list
2.By adding only the elements you want to add
1. Adding all the elements and removing those you don’t want
Click here to begin
Expand the level you
want
Click on the “add” buttons to include additional elements
Select the trainee generated elements you don’t want and click the “remove” buttons to delete them
Click on the “update” button to save your choice
2. Adding only the elements you want
Click here to begin
Expand the level you
want
Select the elements you want and click
on the “add” buttons
Click on the “update” button to save your choice
Publish your profile to make it visible to your trainees
You can add as many profiles as you wish. One
profile may be for a junior or senior
trainee, eg different profiles for ST3 and
ST7 trainees.
Creating a Trainee Profile
Every trainee has a knowledge and procedures profile of their own. This is intended to provide
an ongoing personal record of achievement against curriculum targets.
At present this profile is still evolving, we hope to make it more user friendly in the future. At present (September 09) trainees should be guided by their programme director as to
whether they should keep this record online or use the previous paper based system.
To access the trainee profile click “Training” and then “current attachment”
Click “my profile”
This screen shows progress to date
The curriculum targets are pre-set
You may see detail by expanding the
boxes
To alter your record click “update”
Move through the levels to find the element you want to change
Click on the relevant box to
change the level
Add a reflective note to justify the change (maybe reading, a course, conversation with
trainer…). This note is automatically transferred to your journal
Save the changes, and close if you’re finished
The note automatically appears in your journal
It is our intention that eventually, courses and other events will be able to map automatically and update your curriculum in a much easier
way
Completing a Procedure Based Assessment record in OCAP Online
Online PBA’s
Three options
• Complete the assessment records online with your trainer present
• Complete the records on paper then transfer online
• Keep everything on paper (possible but not recommended)
Overview of process
• Before you start– Trainer has a logbook
account (even if rarely used)
– Trainee sets up (at the start of training) own logbook account
– Trainee registers the trainer in their logbook through “hospital attachment management”
• Conduct assessment as usual in O.R.
• After the procedure trainer reviews performance with trainee
• Either– Complete online
immediately (if you have an available web connected PC handy)
– Complete on paper, both sign, trainee transfers results to logbook and trainer validates them
Register your trainer
There are 3 ways of accessing online PBA’s
Through the main training page
Through the workplace based assessments link
Through the Assessment link on the OCAP checklists page
Whichever route you choose…
…the procedure is then the same
Select your trainer and procedure
Mark the radio buttons as in paper versionadd comments where relevant
Trainee completes the reflective section at the end
Which eventually transfers the text to their “journal”
Journal accessed through “current attachment”
If the trainer is present validate immediately
If not, send to trainer for validation
Trainer receives an email
This links to the logbook without logging on
The trainer reviews everything on the assessment
Chooses to validate it as accurate or amend it as required
Remember, the trainee is either present with the
trainer when this is happening or has the signed copy to show what was originally
agreed
Validation “locks” the record, it cannot then be altered
The PBA assessments are automatically transferred to the summary sheet
The summary sheet shows the results from all completed assessments
Other Assessment Tools
DOPS, Mini-CEX, CBD, TAB, Mini-PAT
Copies of forms and assessor notes can
be found on the MMC, OCAP and ISCP
websites
Three options
• Complete the assessment records online with your trainer present
• Complete the records on paper then transfer online
• Keep everything on paper (possible but not recommended)
Overview of process
• Prerequisites– Trainer has a logbook
account (even if rarely used)
– Trainee sets up (at the start of training) own logbook account
– Trainee registers the trainer through “hospital attachment management”
• Conduct “procedure” as usual in clinical setting
• After the “procedure” trainer reviews performance with trainee
• Either– Complete online
immediately (if you have an available web connected PC handy)
– Complete on paper, trainee transfers results to logbook and trainer validates them
Identify your trainer
Complete the online assessment through trainee’s logbook pages
Select relevant assessment tab
DOPS, Mini Cex and CBD work in much the same way
Select your assessor
It might be your trainer
It might be someone else (see relevant tool’s guidance sheet) who doesn’t necessarily have a
logbook account (but does have a “.ac” or “.nhs” email address)
Decide how the form will be filled in• Fill in the form now
– If your assessor is with you
– If the paper form is already complete and you’re just making the online version
• Send the form to your assessor– If they are going to
complete it for you in your absence
– E.g. mini-pat
Select the “procedure” from the drop-down list
Fill in the usual radio buttons
Validate it (locking the form) if the assessor is
present
Send it to the assessor for validation (if they are
not there)
Validation locks the form
Details from the form are transferred to the trainee’s record
And to a printable summary sheet
Print a paper copy using your browser’s “print” function if you wish
Beware, you need to select landscape paper, also internet explorer 6
sometimes has problems with this.
These difficulties will be fixed shortly so that you can print straight to pdf as elsewhere in OCAP
online
If you send the form to be completed by your assessor
They receive an email
The link takes them to the form (no need to have a
logbook account)
Exactly the same form
Completing the online forms should be intuitive
They can get help with the practicalities
by viewing this presentationAnd with the
assessment itself by reading the
assessors guide(s)
Validated in the same way
Mini-PAT and TAB are a bit different(and you may use one or the other depending on which
deanery you’re in)
Both involve requesting assessments from people who may not be T & O trainers
Select the assessment
Select assessor and form completion method in same way as Dops
You will probably want to send the form away for completion in the case of Mini Pat and
TAB
Use radio buttons and comments in the usual way
When “external assessor” gets to the end of the form they hit “update”
This gives the opportunity to review the whole form easily
And then validate (lock) or edit further
The results appear on the trainee’s summary sheet
Finally………..
• This Online version is still in the process of development.
• All users will be informed as and when the program is updated and more guidance will be issued accordingly.